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HomeMy WebLinkAboutAgenda Packet - LB - 2009.06.16 URLINGAME PUBLIC LIBRARY IBURLINGAME 1 Board of Trustees Agenda - June 16, 2009—9.30pm oe P 480 Primrose Road—Library Conference Room SUGGESTED ACTION I.v'CALL TO ORDER IL1/ROLL CALL III.°/Library Board of Trustees Minutes for May 12, 2009 Appproval IV./CORRESPONDENCE AND INFORMATION Information YFROM A. May 2009 Statistics THE FLOOR (Public Comments) VI ,REPORTS A. City Librarian's Report—Escoffier Information B. Foundation Report Information VII. UNFINISHED BUSINESS �A. informational Fact Sheet Discussion/Action Budget Discussion Discussion/Action C: Communication to City Council Discussion D. Close Extra Days Around the Scheduled Library Holidays Discussion/Action VIII. NEW BUSINESS A. Nomination of Officers —Term June 30, 2009—June 30, 2010 Information/Action B. Easton Branch Reconstruction Budget Detail Information IX. ANNOUNCEMENTS X. ADJOURNMENT Adjourn Any writings or documents provided to a majority of the Library Board of Trustees regarding any item on this agenda will be made available for public inspection at the Reference Desk of the Burlingame Public Library, 480 Primrose Road, Burlingame, California IMMIRRY BURL NAME Library Board of Trustees Minutes May 12, 2009 I. Call to Order Secretary McCormack called the meeting to order at 5:45pm. II. Roll Call Trustees Present: Nancy Brock, Deborah Griffith, Katie McCormack, Pat Toft, Sandy Towle Staff Present: Al Escoffier, City Librarian Sidney Poland, Recorder Trustee Candidates: Audrey Bojack, Alvin Begun, Jessica Hansen III. Minutes of the April 21, 2009 Trustee Meeting The Trustees unanimously approved the April 21, 2009 minutes. M/S/C (Griffith/Toft) IV. Correspondence and Attachments April statistics for the Main and Easton Libraries show a combined increase of 5.12% in Circulation and a 68% increase in self-check. Approximately, 1400 children attended library programs given by the Children's Dept. V. From the Floor An exchange of introductions between the Trustees and the applicants for the open board position took place. VI. Reports A. City Librarian's Report - Highlights 1. Budget - It was clarified that the City budget reductions are based on Tiers #4 and #5 and a staff salary freeze across the R board. Specifically the Library has a print materials budget of $ 183,732 instead of$ 80,000 as previously thought and a budget for hourly staff of$ 343,808 instead of the previous figure of $180,000. Therefore, the reduction for the Library is 11.6% rather than 15%. 480 Primrose Road•Burlingame•California 94010-4083 Phone(650) 558-7474-Fax(650)342-6295•www.burlingame.org/library 2. Service Reductions at 11.6% -� The following reductions to services have been implemented: 1) Easton closure on Friday; 2) merger of Reference and Circulation service desks; 3) increase in self-service; 4) single staffing resulting in patron service delays; 4) phone service discontinued on Sunday; and 5) a reduction of story times from 7 to 6 times a week. B. Foundation Report 1. Fund Raisers - the spring book sale made over $6,100; the author luncheon was very successful and netted approximately $20,000. 2. Committee - Foundation members have formed a committee to preserve library services. Kris and Jim Cannon are the chairs of this committee. VII. Unfinished Business A. Informational Fact Sheet The trustees reviewed the draft of the educational fact sheet and suggested some format changes. B. Budget Discussion 1. Patron Education -Trustee Griffith recommended that the Library staff hold a "what's new at the Library" training day.to acquaint patrons with the service changes that are being implemented due to the budget reductions. 2. Communication to the City Council - The Trustees unanimously passed a motion regarding the library budget. The motion states that the Trustees will send a letter to City Council designating the benefits of a lower level of budget reductions-for the library and asking Council to consider decreasing the level of. the proposed budget reductions. M/S/C (McCormack/Towle) Trustees Towle and McCormack agreed to serve on the task force. C. Motion to Modify Library Budget Passed 4/21/09 The Trustees determined that it was not necessary to revisit the motion at this time. Library Board of Trustee Minutes May 12,2009 2 V VIII. New Business A. California State Library Statistics 2007-2008 The California State Library Statistical Survey ranked the Burlingame Library in the top 20% of 181 libraries in the following categories: 1) expenditure for materials; 2) population served by FTE staff; 3) availability of print materials; 4) circulation of materials; 5) programs offered to all ages; 6) patron visits to the library; and 7) patron usage of PC's at the library sites. Burlingame Libraries serves a population between 25,000-50,000. B. Close Extra Days Around Scheduled Holidays The City Librarian presented the Trustees with the possible option of closing an additional 15 days before and after scheduled holidays for the purpose of reducing operating costs. The Trustees felt that the impact of a 4 day closure on staff and the public was excessive and recommended that closing 7 additional days be considered as an alternative. Cost savings for closing for 7 days will be presented to the Trustees at the June 16th meeting. C. Resolution Regarding Branch Closure The Trustees determined that they would not take any-action on this matter at the present time. IX. Adjournment The meeting was adjourned at 7:00pm. M/S/C (Brock/McCormack) The next meeting of the Library Trustees will be held on June 16, 2009 in the Library Conference Room. Respectfully Submitted, Alf ed H. Escoffier City Librarian Library Board of Trustee Minutes May 12,2009 3 BURL NAME City Librarian Report June 16, 2009 39th PR Award from the American Library Association Burlingame Public Library received its 39th PR award from the American Library Association for "Literary Tastings @ Burlingame Library" for the 2008 adult summer reading club. Sincere thanks go to Maryam Refahi, our graphic artist, and Linda Santo, our program librarian, for producing such a great effort. We are fortunate in Burlingame to have such a talented staff that helps us get the word out about library programs to our population. We will be picking up the award in Chicago next month. Summer Reading Programs Summer Reading programs, sponsored by the Library Foundation, are as follows: 1) "Be Creative @ Your Library", for Grades 1-5 2) "Be Creative "Summer Listener's Club, for Pre-School-Kindergarten 3) "Summer Enrichment" Books in multiple copies for all middle schools and high schools in our service area 4) "Travel with Books-Destination Unlimited" Adult Summer Reading Program, Read 3 books in 7 weeks 5) "Summer Story Times" Session: June 15-July 31St. (Last Saturday story time session) 6) "Just Baby and Me" Ages 0-18 months, First Friday of the month 7) "Thursday Movie Afternoons" June 25th, July 9th, July 30th 8) "Motoring with the Motts: culinary travels through Europe" with Weenie Mott, owner of Weezie Mott Cooking School 9) "Culinary Getaways: Provence &, Tuscany" with Sherry Page 10)"Ocean, road and rail: A year-long family travel adventure" 11)"Family Fun Nights" Tuesday, June 16-28th Free ticketed events Information Fact Sheet At the request of the Trustees, an information fact sheet was designed and printed for the public. The fliers note Centennial Year highlights, as well as annual report statistics on revenues, expenditures, and ways in which the public can help the library. Close Days around Holidays A revised list of potential closures will be ready for review at your June 16th meeting. I have revised the list from 15 days of potential closures to 8. When the final calendar is accepted, staff will do the necessary PR. 1 480 Primrose Road Burlingame•California 94010-4083 Phone(650)558-7474'Fax(650)342-6295'www.burlingame.org/library Trustee Candidates President Nancy Brock has announced her intention to leave the Board at the end of her term this month. City Council interviewed 6 candidates for the Board on June 8th. The City Librarian conducted an orientation for trustee candidates on May 29th. Interviewees included: Bob Tessler, Alvin Begun, Audrey Bojack, Jessica Hansen, Elizabeth Corcoran, and Carol Mink. Council will announce their decision on July 20th. Library Service Impacts With the budget nearly approved, the funding reduction totaled $ 477,000. With this reduction, the anticipated library service impacts to our users will be: • Close Fridays at Easton Branch, effective May 1, 2009 • Merge Reference and Circulation Desks, effective May 4, 2009 • Focus on self service: Self-Checks, Express Holds, Online renewal • No phone service on Sundays (Potential summer start date) • Story times reduced from 7 to 6 per week (Saturday story times to cease July 31St) Library Collection Budget With pledged gifts from the Trustees and the Foundation, the library collection expenditures should be about what they have been this year. We are so pleased to have such great support for the library. Balancing the Library Budget for May & June As you know, in an effort to return a portion of the library budget to the City to help balance the current year budget, the anticipated July layoffs were moved up to May 11th. I am anticipating a balanced budget for the City as of June 30th. Online Catalog Hub Thanks to the Trustees, the online catalog module of 5 computer work stations has replaced the old reference desk. This will be the hub for searching the online catalog. This will free up 5 more computers for Internet use in the Electronic Gallery. The Trustees purchased the computers and printer devices for this new service. Review of Easton Library Construction Budget The City Manager requested a review of the Easton construction budget. A complete report is in your packet. 2 Foundation Report Members of the Foundation Board can certainly be pleased with their $ 20,000 profit on the May 9th Author Luncheon. This was the most successful luncheon to date. Congratulations! The Foundation is now looking forward to the Garden Party event at John Ward's home in August. This will be a fundraiser and a friend-raiser for the Foundation. Upcoming Events: • June 15, City Council adopts 2009-2010 Budget • June 16, Library Board Meeting, 5:30 PM • June 15, Summer Reading programs begin • July 3 tip 4, Independence Day Holiday, Closed • July 9, Library,Foundation Board, 5:30 PM • July 9-13,American,Library Association, Chicago • July 17, "Grey Gardens" get together for Staff, Board and Foundation, 5:30 PM 3 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF MAY 2009 Burlingame Registered Borrowers Burlingame Hillsborough Other Total Adult Patrons 16,253 2,813 0 19,066 Juvenile Patrons 4,844 1,404 0 6,248 Non-PLS Patrons o 0 1,828 1,828 Teachers 90 11 88 189 Temporary Patrons 75 2 0 77 Outreach Patrons 23 1 0 24 Staff 28 0 38 66 Total Registered Borrowers 21,313 4,231 1,954 27,498 Circulation Totals This month total Main 51,363 This month previous year 48,404 6.11% increase This month total Branch 5,825 This month previous year 6,487 -10.21%decrease* This month Grand Total 57,188 This month previous year 54,891 4.18% increase *Decrease in Easton Circulation is due to 10%reduction in hours beginning May 1, 2009. Easton is closed on Fridays as a result of budget reductions for the fiscal year 2009-2010. Circulation Activit All Children's All A/V All Non-English Main 17,494 16,394 459 Easton 3,457 1,856 0 Total 20,951 18,250 459 Self Check Usage `-- Total Items %of 1 st Time Check Outs Main 25,796 ° Branch 70/° 2,707 63% Online Renewals Total Items % of Total Renewals Main 10,972 75% Branch 1,161 76% Reference Activity Inter Libra Loans Questions Lent 4,061 Reference 2,354 Borrowed 2,524 Children's 1,175 TOTAL 6,585 Lower Level 1,721 Branch 673 TOTAL 5,923 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF MAY 2009 PAGE 2 Collections Main Titles Volumes Main Titles Added Branch Volumes Added Adult Non-Fiction 283 226 4 Children's Non-Fiction 104 68 24 YA Non-Fiction 0 0 0 Adult Fiction 375 263 43 Children's Fiction 370 129 95 YA Fiction 277 104 23 DVD Fiction Adult 67 26 15 DVD Fiction JUV 43 15 6 DVD Fiction YA 0 0 0 DVD Non-Fiction Adult 56 37 2 DVD Non-Fiction JUV 5 5 0 DVD Non-Fiction YA 0 0 0 BCKD Adult 20 10 6 Children's BKCD 2 2 0 YA BKCD 0 0 0 CD Music Adult 21 21 0 CD Music JUV 4 4 0 CD Music YA 0 0 0 Totals 1,627 910 218 Fines and Fees Main $7,690.29 Branch* 632.32 Total $8,322.61 Main and Easton Deposits Trustee Special Fund Photocopies/SAM (Main) $969.65 Photocopies/SAM Branch) 26.55 Total Branch and Main $ 996.20 Estimated User Traffic Main 33,070__PAq Average Main 1,140 Estimated User Traffic Easton 3,397 Daily Average Easton 170 Total User Traffic 36,467 Total Daily Average 1,310 Community Room Adult Number of Meetings Attendance Public Meetings 6 180 Staff Meetings 5 100 Adult Programs Andy Warhol Program 1 20 City Meetings 3 114 Lincoln School 2nd and 3rd Grade Book Clubs 2 48 Totals 16 462 Conference Room Book Club Adult 1 15 Staff Meetings 4 100 Foundation Board/Orientation New Board 4 26 Members/Author Luncheon Meeting City Meeting/Citizens Academy 1 11 Library Board of Trustees/Orientation for 3 17 Prospective Board Members Totals 13 169 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF May 2009 PAGE 3 Children's and Young Adult Programs Main Pre-school Story Time 12 307 Toddler Story Time 8 378 Baby Story Time 1 16 Books and Cookies Total Story Time 21 Total Story Time Attendance 701 Special Programs Attendance Children's Book Week with 1 54 author Jeanne DuPrau Children's Book Week Movie 1 20 Total Special Programs Total Special Program 74 Attendance Class Visits (Elementary) 26 695 Preschool Outreach Visits 0 0 Total Class Visits 26 Total Class Visits Attendance 695 Easton Story Times &Special Programs Attendance Questions Easton Preschool 4 148 Reference 683 Toddler 3 102 Total Programs 7 250 Class Visits elements N/A 0 Attendance 0 Total Class Visits Total Attendance Easton Internet Usage User Sessions 1 641 Main Internet User Sessions Hour, Half Hour, & Ex ress Children's Total 6,011 117 6,128.00 APRIL Outreach Statistics Current Patrons 16 Total Outreach Patrons 16 Deliveries 23 Pick Ups 2 Books 71 Paperbacks 12 Audio Books 19 Music CD's 12 DVD's 13 Magazines 10 Total Library Materials 137 Close Extra Days Around Holidays, FY 2009-2010 Budget Reduction Item Revised List (Reducing by 8 days from 15 days) Indicates: Remain Open Holiday Current Closure Open/Closed Extra Closure July 4th Fri, July 3 8s Sat, 4th Sun, July 5 1 day Labor Day Sun, Sep 6 8s Mon, 7th Sat, Sep 5) 0 Columbus Day Mon, Oct 12th Sat, Oct 10; Sun, Oct 11 0 (Book Sale Weekend) Thanksgiving Thu, Nov 26 8s 27th Sat, Nov 28; Sun, Nov 29 0 Christmas Thu, Dec 24 8s 25th Sat, Dec 26; Sun, Dec 272 days New Year's Thu, Dec 31 & Jan 1St Sat, Jan 2; Sun, Jan 3 2 days `- MLK Day Mon, Jan 18th Sun, Jan 17th 1 day President's Day Mon, Feb 15 Sun, Feb 14th 1 day Spring Closure Apr 4th --- Memorial Day Sun, May 30 & 31St Sat, May 29th 1 day C t SAO- Total eTotal Extra Closures 8 days Notes: 1) Book drops must be emptied twice daily, every day, even holidays 2) Recovery from closures of two days or more require extra staff to check-in, shelve, etc. 3) Recovery from closure of 3-4 days takes at least 2 days and added staff 4) Easton recovery from Friday closure takes until Tuesday the following week 5) Savings is only from layoff of hourly staff; benefitted staff would shift to work on an open day per their MOU's Close Extra Days Around Holidays Budget Reduction Item, FY 2009-2010 Holiday Current Closure Proposed Open Proposed Close Salary Savings 4th of July Fri, 7/3 & Sat, 7/4 N/A Sun, 7/5 $751.38 Labor Day Sun, 9/6 &Mon, 9/7 Sat, 9/8 None 0 Columbus Mon, 10/12 Sat, 10/9 & 10/11 None 0 Thanksgiving Thu, 11/26 & 11/27 Sat, 11/28 & 11/29 None 0 Christmas Thu, 12/24 & 12/25 N/A Sat, 12/26 & 12/27 $1,303.19 New Years Thu, 12/31 & 1/1/10 N/A Sat, 1/2 & 1/3 $1,303.19 MLK Day Mon, 1/18 N/A Sun, 1/17 $751.38 President's Mon, 2/15 N/A Sun, 2/14 $751.38 Spring Sunday Sun, 4/4 N/A - 0 Memorial Sun, 5/30 & 31 N/A Sat, 5/29 $751.38 Total Savings $5,611.96 Notes: 1) Easton is closed on Saturday when main is closed 2) Staffing costs are hourly staff only and do not include SSI costs 3) Benefitted staff are excluded from calculations; MOU's would move them to open days 4) N/S= No savings (benefitted staff shift to another day) "ENTENNIAL YEAR HIGHLIGHTS Library Visits: 447,000 library users 12% INCREASE YEAR TO DATE Library Check Outs: 637,000 12% INCREASE YEAR TO DATE Children's Check Outs: 239,000 8% INCREASE t22 on Check Outs: 74,428 INCREASE Registered Borrowers: 27,661 75% OF POPULATION Children's Programs: 480 programs 6,555 CHILDREN PARTICIPATED Pre-School Children: 306 programs 13,091 CHILDREN PARTICIPATED Outreach to the Community Class visits to each of 10 schools, Pre-school, Nursery school visits, Outreach to the It homebound, Teen programs, Tutor.com DOLLARS & CENTS (General Fund) Expenditures Staff: $2,217,491 Operating: $1,009,107 Total $3,828,784 Revenues General Fund: $3,127,574 Hillsborough Library Service: $ 475,000 State: $ 116,378 Burlingame Library Foundation: $ 110,000 Fines &Fees: $ 109,832 ,"-Support YourLibrary • Trustees Special Fund: Memorial& Commemorative gifts • Burlingame Library Foundation: Monetary Donations (501c3 non-profit corporation) www.burlingamelibraryfoundation.org • Donate books: To sell at our semi-annual book sales • Library Volunteers 2008: 6,500 Volunteer hours To Volunteer:www.burlingame.org/library PRIVATE DONATIONS Burlingame Library Foundation: $110,000 • Paint/Refurbish Children's Room • Winter Wonderland,Author Events • Summer Story Times; Family Fun Nights • Children's Centennial Mural; One time gift from 25 donors Trustees Special Fund: $20,330 Collections and staff education; Includes donor-dirty funds; Operates copier &other library services Mission Statement The Burlingame Public Library is the cultural and learning center for the community,encouraging the joy of reading,the wisdom of diverse ideas,and the power of lifelong learning.Within and beyond its walls,the Library strives to preserve the past,serve the present and shape the future with opportunities to connect people and the world of information. Main Library, 480 Primrose Road, Burlingame,CA 94010 Monday-Thursday, 10 AM-9 PM; Friday&Saturday, 10 AM-5 PM; Sunday, 1 PM-5 PM Easton Branch Library, 1800 Easton Drive, Burlingame, CA 94010 Monday-Thursday, 2 PM-8 PM; Saturday, 2 PM-5PM; Friday&Sunday, Closed Serving the City of Burlingame &. Town of Hillsborough, Service population: 36,801 Visit us 24/7 at: www.burtingame.org/library Information presented by the Library Board of Trustees May 2009 Burlingame Public Library Highlights of 2008-2009 Library Visits: 447,000 Library Check-outs: 637,000 Children's Check outs: 239,000 Easton Check-outs: 74,428 Registered Borrowers: 27,661 75% of population served Children's, Teen 8s Adult: 220 programs Audience of 9,108 Pre-School children: 306 programs Audience of 13,091 Outreach to 8 schools: Children's Librarian visits to 2,500 children Library Volunteers served: 6,500 hours • Implemented "Joint Service Desk" combining Reference 8s Circulation functions • Self-Service promotion: Self-Check Out; Express Holds; Online Renewal • Children's Room Mini-Renovation Gift of Library Foundation • Centennial Kick Off: City Council Proclamation "Year of the Library" • Library Strategic Planning Team begins work • Library Mission Statement revised • Winter Wonderland family event attracts 600 • Fiber Optic cable installed to upgrade broadband 1OX • Endowment gift from the Willert Trust • Library User Survey conducted • Dan Stone Memorial Lecture: Elizabeth Partridge • Library Newsletter sent to 8,000 households in zip code 94010 Burlingame Public Library Budget Summary May 27, 2009 Proposed Library Budget Budget Assumptions: The Library budget was based on reductions in Tiers #4 and #5, and a salary freeze for staff. • Overall Budget Reduction: $ 447,176 or 11.6% • Operating Reduction: $ 108,642 • Hourly Personnel Reduction: $ 240,000 or 56% • Collection/Print Budget: $ 183,732 (same last 2 years) Library Service Impacts: With the proposed budget, the following impacts will be: • Close Fridays at Easton Branch (Effective May 1, 2009) • Merge Reference and Circulation Desks (Effective May 4, 2009) • Focus on self service: Self-Checks, Express Holds, Online renewal • Longer lines at service desks due to single staffing • No phone service on Sundays • Story times reduced from 7 to 6 per week May Layoffs: In early May we laid off 21 of 26 hourly staff in whole or in part to balance the current year budget. The need to backfill for two worker's compensation leaves and two FMLA leaves left us short on funds. We also ceased purchase of library materials until the end of June. Highlights of Work Plan for 2009-2010 1) Joint Service Desk. Reduces staffing costs; Creates "one stop" service. 2) Increase Library Volunteer program from current 6,500 hours/year. Staff will train volunteers. 3) Expand cataloging/processing outsourcing for new materials. Will save costs. 4) Single-staff service desks for most hours. M7 save costs, increase lines. 5) Pacific Library Partnership (PLP) established. Burlingame now belongs to one of 3 mega-library systems in California. This multi-type library system will attract grants, increase purchasing power, and help make local libraries a good target for federal stimulus money for technology infrastructure projects. Donor Funds: $ 170,000 • Library Foundation: $ 110,000 for collection,, and programs • Trustees: $ 60,000 for collections and programs _ May 27, 2009 TO: Jinn Nantell, City Manager FROM: Al Escoffier, City Libr RE: Easton Branch Reconstruction Budget Detail Below is the requested overview of the Easton project budget, actual expenditures, and source of donor funds. The project appears to have been authorized by City Council, on or about October 16, 2001. Please consider this a draft, as the Finance Department may have slightly different numbers. The Foundation paid for some items directly to vendors. Budgeted Expenditures (Council Resolution approved, October 10, 2003, George Bagdon, Phil Monaghan) Construction Contract $ 794,000 Contingency $ 40,000 FF & E $ 70,000 Shelving, carpet $ 95,000 Project management, testing $ 103,000 Total $ 1,102,000 Budgeted Funding Marshall Trust $ 722,766 Library Foundation $ 200,000 Duncan Trust $ 150,000 `.- Duncan Trust $ 29,234 Total $ 1,102,000 Actual Expenditures (Council Resolution approved, January 4, 2005, Phil Monaghan) Construction Contract $ 970,000 (1) Total Project Cost $ 1,266,000 Actual Funds for Project Marshall Trust- Easton $ 698,919 (2) Duncan Trust $ 186,100 (3) Trustees $ 15,081 (4) Library Foundation $ 225,000 (5) Re-allocation Lib Op Budget $ 90,900 (6) City General Fund $ 50,000 (7) Total Project Funding $ 1,266,000 Notes from above: (1) Change orders totaled $ 176,000 or 22% of the contract ($ 132,000) for unforeseen asbestos and dry-rot conditions. Funds sufficient to cover this project were covered by 1 the Marshall Trust, Foundation Pledge and the Initial Duncan Trust Pledge. No City Funds were required. (According to the Resolution, January 4, 2005) (2) Final funds from the Marshall Trust (3) Duncan Trust: $ 150,000 initial funding; $ 36,100 2nd funding request; $ 186,100 total (4) Trustee Special Fund (5) Library Foundation Donations (71 donors over$ 1,000; complete list available) (6) Re-allocation of 2004-2005 Library Budget (see notes below) (7) City General Funds Notes from #6 above: Funds re-allocated to Easton from Library Operating budget, FY 2004-2005: $ 4,000 Fiber Optic project delayed until following year $ 26,000 Library CIP delay (flooring, painting) delayed $ 10,900 Library 2004-2005 CIP delayed $ 50,000 Library Flood Insurance (2003 flood) account moved from use for library collections to Easton project $ 90,900 Total from Library 2004-2005 Budget approved to complete Easton project Allocation of Donor Funds (89% of Project) 1) Marshall Trust Easton Fund: Funds allocated through recommendation by Board of Trustees; Approval by City Council (October 10, 2003) 2) Duncan Trust: Allocated through recommendation of the Board of Trustees; Approval by the then Peninsula Community Foundation (now Silicon Valley Community Foundation); First request: April 22, 2004; Second request: February 3, 2005 3) Library Foundation: Allocated by vote of the Board of the Burlingame Library Foundation, 501c3 non-profit corporation. Foundation raised funds from the community. 4) Library Operating Budget re-allocations. Recommended by City Librarian and approved by Finance Director. Attachments: 1) Staff Report to Council, October 4, 2001 2) City Librarian's Report, November 13, 2001 3) Council Resolution Awarding Contract, October 10, 2003 4) Council Resolution Accepting Easton Reconstruction, January 4,'2005 5) Duncan Trust, lst Request, $ 150,000, April 22, 2004 6) Duncan 2nd Request, $ 36,100, January-11, 2005 7) Invoice to Foundation from City for $ 178,854.04 (partial payment) 8) Major Donor List ($ 1,000 and above) 2 CITY 0 STAFF REPORT AGENDA ITEM# Study Item BUw,lNGM+E Burlingame Public Library 10-16-01 b Y MEETING DATE: o October 4, 2001 TO: Honorable Mayor and City Council SUBMITTED BX:� FROM: Alfred Escoffier, City Librarian APPROVED BY: SUBJECT: Easton Branch Library Improvement Project Action Suggested: Itis suggested that the City Council review the Easton Branch Library Improvement Project Study and give direction to the Library Board and the City Librarian on the preferred direction of Council on this project and endorse one of the three alternatives to improve the Easton facility. Recommendation: The Board of Trustees and the City Librarian recommend that the Easton project go forward with Option #2 "Modemization'as outlined in the Dahanukar Brandes Study "Easton Branch Library Improvement Project. " This level of remodel would include all necessary handicapped access issues, along with seismic upgrades,HVAC, plumbing, electrical, mechanical and functional issues, while maintaining the exterior fagade. The Board of Trdstees further recommends that the funding of the project be provided by. a)Marshall Trust($ 600,000); b) General Fund ($ 150,000); c) Library Foundation($ 100,000). The Foundation has agreed to do fundraising to assist with the furnishing of the building much as they did for the main library. Background: The 2,968 square foot Easton Branch Library has been determined to have significant deficiencies.in structure,mechanical, electrical, window integrity, and handicapped access. The attached study offers a professional architectural overview of the state of the library building and three potential options to upgrade it. Studies began in 1999 with termite and building inspection reports. In the August Dahanukar Brandes report, structural, mechanical and electrical engineers determined three potential courses of action to improve the building. Following the engineering reports, a cost consultant was called in to determined costs for upgrades at three levels: minimum scope, moderate scope and a new building. y Easton Branch Library Improvement Project August 2001 Executive Summary The Library Board of Trustees and the City Librarian recommend an upgrade to the 75-year-old Easton Library Building located in North Burlingame at 1800 Easton Drive. Recent studies revealed deficiencies with termites, dry rot, roof and window leakage which endanger the future of the building. An accessibility upgrade should be done to assure that handicapped users might utilize the facility. There are 3 possibilities for this project outlined: 1) Minimum scope. The minimum scope of repair would include.-ADA improvements (ramp, front door, lobby, toilets and casework modifications.) Work would also include painting, refinishing the interior of the facility, new carpet, and shelving. Upgrades of electrical and heating systems are required. $ 620,000 2)Modernization. Modernization would include the above plus, structural seismic upgrade,preserving the usable life of the building, lowering the platform floor; new roofing and exterior plaster wall finish. The exterior would remain very similar. $ 850,000 3)New Building. A third option is construction of a replacement structure on the existing site or another site. Code requirements for parking,property line setbacks, and potential service delivery changes will need to be considered with this option. Consideration of other sites or a different building configuration would-likely increase costs beyond that of the building. $ 1,200,000 (building only) To continue to provide library service from the Easton Branch facility, work must be done either to upgrade or replace the library building. t (9(11U_PIOAME . BURLINGAME PU6LIC. LIB. RARY y City Librarian's Report -- November 13, 2001 Easton Branch Renovation Project Moves Forward At the City Council meeting on October 16t", the Council agreed on Option - #2 of the proposed Easton Branch renovation. This option includes a complete renovation of the interior of the building, with upgrades for i HVAC, mechanical, electrical, and handicapped accessibility. The project ' will be funded for the most part with donated funds from the Marshall Trust and other sources. The tentative timetable includes workshops with the public this winter, design work jn 2002 and construction in 2003. Easton Branch Staffin Lisa Dunseth has resigned as Branch Librarian effective November 2nd. She will become Branch Librarian of the Bernal Heights Branch in San 5 Francisco. i We will be reorganizing the Branch-staffing. We will be doing an in-house � z recruitment for Librarian III to oversee special projects including the 1 Branch. The new Branch Librarian will report directly to the City Librarian. It is important as we move forward with the renovation project that we have strong leadership at Easton. The recruitment date closes November 91�'. We-will also be looking at further staffing.changes as the month progresses, including support staff for Easton and for Children's. Michelle Barrese, a BPL staff member and current library school student, will be assisting Joan Mani_ni with the Children's operation. Amy Gettle, Circulation Supervisor, is spearheading the transition team. We expect to have a-new Branch Librarian in place by December 1. d P r i m r o s e R a a d. • Q u r l i n 9 a m e • C A 9 4 0 1 0 4 0 8 3 =:U ne"("650 ) 3 ,42 - 1038 Fax ( 650 ) 342 - 1.948 • ww w.. pls . lib . ca . us / pls / pIs . html BURYNGAME AGENDA STAFF REPORT ITEM# MTG. 10/20/03 D To: HONORABLE MAYOR AND CITY COUNCIL sUBM[TTED DATE: October 10, 2003 BY APPROVED FROM: PUBLIC WORKS BY SUBJECT: RESOLUTION AWARDING CONTRACT FOR EASTON BRANCH LIBRARY RECONSTRUCTION - CITY PROJECT NO. 80370 and REJECTING BID PROTEST OF KINWO CONSTRUCTION, INC. RECOMMENDATION: It is recommended that Council adopt the attached resolution approving an agreement with D.L. Falk Construction Inc. for the Easton Library Reconstruction, and rejecting bid protest of KinWo Construction, Inc. BACKGROUND: On October 2, 2003, eleven bids were received and opened. Bids ranged from $794,000 to $1,203,829. The architects estimate was$733,000.Although the bid is in excess of the estimate, staff believes that it is competitive as there were eleven bidders. The bid summary is attached. This project will retain the existing library shell and completely reconstruct the interior including a new roof,handicap access ramps and seismic upgrades. Construction should be completed in the summer of 2004. The second low bidder; Kin Wo Construction, has forwarded a letter protesting the bid submitted by D.L.Falk.They are requesting the City deem Falks' bid non-responsive and award the contract to them. (see attached letter dated October 7,2003 from Kin Wo Construction).City staff does not believe that their claims are sufficient to disqualify the 'I*— )w bidder(see letter dated October 8, 2003 from the City of Burlingame). D.L.Falk completed the Village Park Remodel Project in 1997 and the work was performed in a timely and satisfactory manner. EXHIBITS: Resolution; Bid Summary;Agreement, Letter dated October 7, 2003, Letter dated October 8, 2003. BUDGET IMPACT:Following is a financial summary: Expenditures • Construction contract $ 794,000 • Construction contingency $ 40,000 • Furniture and equipment $ 70,000 • Shelving, carpeting and misc. $ 95,000 • Project management, inspection and testing $ 103,000 Total $1,102,000 Fundine • Marshall Trust $ 722,766 • Foundation Pledge $ 200,000 • Initial Duncan Trust Pledge $ 150,000 • Additional Duncan Trust Pledge $ 29.234 Total $1;102,000 Philip B. Mona an, P.E. Senior Civil ErPeer c: City Clerk, City Attorney, Finance Director, D.L. Falk Construction; KinWo Construction �'—�■`�� AGENDA BURLlNGAME STAFF REPORT ITEM# MIG. DATE TO: HONORABLE MAYOR AND CITY COUNCIL SUBMITTED DATE: January 4, 2005 BY APPROVED FROM: PUBLIC WORKS BY SUBJECT: RESOLUTION ACCEPTING EASTON LIBRARY RECONSTRUCTION - CITY PROJECT NO. 8037 RECOMMENDATION: It is recommended that Council accept the Easton Library Reconstruction by resolution in the amount of$970,000. BACKGROUND:On October 20,2003 the project was awarded to D L.Falk Construction,Inc.for$794,000.Change orders totaling$176,000 or 22%of the construction award were negotiated during the course of work. Unforseen asbestos and dry-rot conditions accounted for 75%of the change order total. Outstanding punch list issues will be covered by withholding retention payments to the contractor,and by maintaining contractor warranties and bonds. EXHIBITS: Resolution. BUDGET IMPACT:Funds sufficient to cover this project were provided by the Marshall Trust,Foundation Pledge and the Initial Duncan Trust Pledge.No City funds were required. Philip Monaghan, P.E. Senior Civil Engineer c: City Clerk, Finance,D.L.Falk Company,Inc. S:\A Public Works Directory\Staff Reports\8037.stf.wpd2.wpd ' Peninsula Community Foundation 1012 Roger and Jean Hunt Duncan Fund en3ul Fund Activity Statement t"111munItYfoundation April 1, 2004 through June 30,2004 Ift; Mi OEM Date Grant ID Grantee Amount 04/22/2004 2004-00382 Burlingame Public Library (150,000.00) *-denotes a void/refund (150,000.00) #-denotes a canceled payment i Peninsula Community Foundation 1012 Roger and Jean Hunt Duncan Fund pence Fund Activity Statement --rammunityfmns 4orl January 1,2005 through March 31,2005 Date Grant ID Grantee Amount 02/03/2005 2005-00628 Burlingame Public Library (36,100.00) *-denotes a void/refund (36,100.00) #-denotes a canceled payment 4� CITY c INVOICE s BURUNGAME CITY OF BURLING"E y 0 FINANCE DEPARTMENT �oq �F4TED JUME 6 1 0 501 PRWROSE ROAD BURLINGAME,CA 94010-3997 Attention: Mary Blythe I Date 2-Aug-04 Burlingame Library Foundation 480 Primrose Road CONTACT: Burlingame, CA 94010 Al Escoffier, City Librarian I- -I Remainder of Donation for Easton Branch Library Construction $ 178, 854.04 Please make check payable to City of Burlingame, Easton Project. 3 copies to Finance 2 copies to Payor 1 Copy to File EASTON BRANCH LIBRARY RESTORATION MAJOR DONORS - Ben„-Anixter Family Edward, Anna. & Elaina Kobayashi Mary;:,Herman & 'Christy Armstrong In Memory of Malcolm S Kohn John.Basye &,,Barbara Hewitt Jennifer. & Steven Lamont Joe &>Cathy�Baylock Joan & Ralph Lane Patti.,&; Ri;; ardBergsing = The McCormacks Lorett j. "Carlu§� Bievins '” Dr. Lizah & Mr. Steven M. McLaughlin Ma &-Gary. Blythe w Richard :& Peggy McLaughlin Burlmgaime Library Board of Trustees Thomas Z. Marshall Trust Burlingame ;Library Foundation John T. Michael Family rne BurlindaLions Club Carol & Chuck Mink Kris & ai h,Cannon Brian & Terry Modoff Cecile'8E�JDavid 'Coar ' Deborah & George Montgomery 11 Robert_..s& Gretchen Cody Mary Lou & Douglas Morton The rC"u k Corgi' Family Lauren Speeth & Seth Neiman Cory Ross & John Crary Cathy & Raul Nicho In ,Nlemo,j�y of Stanley K. Delzell Rosalie M. O'Mahony, Mayor Carolyn. &;_Anthony DiCenzo James C. Parsons Family Dolby ,Laboratories Inc. Dale & Evie Perkins In-Memory=of ,Sadie Dreikurs Mike Ross & Kate Phillips --� Jane & Yl�ichar.. Dunbar In Loving Memory of Chick Porter Roger & Jean-Hunt Duncan Trust Maria & Lou Realyvasquez Ernest ,Lowenstein Foundation Dave & Shelley Richanbach Alfred k Escoffier Lauren & David Rosen Jacqueline .Evans Lisa & Mark Rosenthal Marie G,. Frykberg Carol & Craig Rossi Leon Greenspan, M.D. Chi-Hwa & Margaret M. Shao Deborah Griffith & Family Sturzenegger Family Mary Beth & Russ Hagey Susan, Michael, Andrew & Avery '-1 Luana & Robert Hammett Sarah, Leah & Becky Swig Bill Tiedeman & Patricia Harding Ltlli _Rey & Val Vaden _ Susan & Bruce Herman -Elizabeth Johnson Wade Sara & P. Gordon Hodge Dorothy M. Wilson J. Michael & Melinda Horwitz Gary & Patricia Wolfe The Hulsey Family Stephen J. Scheifele & Louisa Zee Kao & Lorenz Kao Rochelle L. Yonezawa Kern Jewelers Sheila & Sam Young_ Burlingame Public Library Easton Drive Branch City Council Rosalie O'Mahony, Mayor; Joe Galligan, Vice-Mayor; Mike Coffey; Cathy Baylock, Terry Nagel Board of Trustees Mary Herman Armstrong, Cecile Coar, Catherine McCormack, Carol Rossi, David Carr, Patricia Toft City Manager Public Works Director Jim Nantell George Bagdon City Librarian Alfred H. Escoffier Project Coordinators Philip Monaghan, Susan Reiterman, Patricia Harding, Barry Mills Dahanukar Brandes Architects Craftsman Home Interiors D.L. Falk General Contractor Originally built by the North Burlingame Women's Club, 1927 Opened as Easton Branch Library, 1947 Re-Dedicated to the community of Burlingame, October 2, 2004